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Among the major themes that ran through Microsoft’s recent Ignite conference, a big one was the move towards personalizing copilots or developing copilots for specific tasks in the shape of agents. One of the places these agents will surface is in Microsoft 365, including SharePoint, where they will help workers access and make use of the knowledge contained across the platform.
Microsoft AI at Work CMO Jared Spataro explained the reasoning behind the release, stating that organizations around the world are currently creating more than two million sites and uploading more than two billion files a day. The agents will make it possible to find the needle in the information haystack.
“We’re announcing that every SharePoint site now has an agent, so every employee can quickly tap into this massive knowledge base,” he wrote.
Only the Latest in SharePoint's Ongoing Evolution
The buzz around Copilots and agents is only the latest development in what has become a stalwart of Microsoft's productivity solutions. SharePoint has been a key enabler of the digital workplace since its 2001 release as SharePoint Portal Server 2001 and became a true pillar with its 2013 online release.
Although initially identical to the on-premises version, over time, Microsoft added features to SharePoint online that were unavailable in the on-premises version, including a "modern" interface for libraries, custom lists and pages.
Over time, SharePoint online grew to provide a comprehensive suite of tools for team collaboration that includes:
- Team Sites: Unified digital platforms for connection and collaboration.
- Document Management: Easy file organization and sharing across devices.
- Co-authoring: Real-time document collaboration.
- Microsoft Teams Integration: Enhanced communication capabilities.
- Customization: Streamlined workflows and resource access.
- Intranet Capabilities: Building organizational cohesion.
- Search Functionality: Intelligent information discovery.
- Security Features: Securing sensitive data while still allowing for easy collaboration.
- Mobile App: On-the-go access and flexibility.
SharePoint serves as the foundation for content storage and a support for Microsoft 365, making it a cornerstone of the digital workplace, said Benjamin Niaulin, a Microsoft MVP and VP of product at Workleap, makers of ShareGate.
For example, Microsoft Teams relies on SharePoint for essential functions such as sharing files, videos, intranet pages and other documents or assets to support team collaboration, he said. SharePoint provides a central location for enterprises to work, ensuring that information is up-to-date and accessible to all team members.
However, Niaulin noted that without a clear purpose, SharePoint's value diminishes from being a critical enabler of a digital workplace to merely serving as a storage solution. "The mindset for using SharePoint should align with the goal of making it the primary source of truth for productivity and collaboration, serving as a valuable tool for connection among team members,” he said.
Edstellar CEO Arvind Rongala sees SharePoint's balance between fostering effective collaboration while meeting security needs as one of its strengths, as well as its mobile access and centralization of enterprise knowledge, which ensures team members can obtain critical information, wherever they work.
Quote For Solar co-founder and CEO Robert Roth explained that for his company, integrating SharePoint with Teams has made communication and file sharing much smoother inside and outside the organization.
“We can access SharePoint documents directly within Teams, which means we do not have to switch between different apps. This integration keeps all our conversations and files in one place, making collaboration easier and ensuring everyone stays updated, no matter where they are working from," he said.
The company also uses SharePoint's workflow automation to manage routine tasks like document approvals and notifications. Automating these processes saves time, reduces the chance of errors and ensures that tasks are consistently completed, which improves overall efficiency and helps maintain smooth operations, Roth said.
Related Article: SharePoint at 20: 'SharePoint Is the Same Product'
How SharePoint Supports Distributed Teamwork
Niaulin suggests team sites can help manage distributed teams. The technology to support this is easily available through SharePoint, but he suggests teams consider a few points before moving forward, including:
Clear Purpose
Setting up an effective SharePoint team site enables employees to create what they need while also guiding their creations, he said. But repeating the message shared above, Niaulin said it's essential to establish a clear purpose and rationale for creating a site before diving into the actual structure. “Utilize templates, provisioning systems, naming conventions and establish clear rules for security and sharing. By creating a set of guidelines, you can help people work smoothly and efficiently,” he said.
Change Management
Another critical aspect is change management and user adoption. While employers can provide SharePoint as a tool, it won't enhance productivity and collaboration unless people use it, he continued. An effective site is backed by an investment in training, strong adoption plans, and involvement of communications, IT and HR teams. This collaboration ensures that the necessary resources are in place so employees make effective use of the tools.
Intranet Development
One of the most effective tools for internal collaboration is the intranet. Focus on clarity and value when developing your intranet, Niaulin said. He said business leaders often make the mistake of prioritizing what they want to communicate instead of considering their audience and its needs.
“The approach should be flipped. We should start by identifying who we are talking to and what they want. This understanding can then help us create different audience segments,” he said.
He added that intranet systems should be designed from this perspective, ensuring that employees can quickly access the information they need without having to navigate irrelevant components.
Related Article: Will SharePoint Online Disrupt the Intranet Market?
Securing Content
With the amount of document and content exchange inside and outside of SharePoint, finding the right balance between SharePoint security and collaboration revolves around managing how data is shared across different devices and environments, Roman Hipp, co-founder of BetterContact, added.
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When employees work remotely, they may be accessing SharePoint from various devices, which increases the risk of exposure. Conditional Access policies in SharePoint can restrict access based on specific conditions like device health or location, he said.
“For example, if an employee is accessing sensitive data from an unsecured device or a location outside a trusted network, their access can be automatically restricted or limited,” Hipp said.
Automating real-time monitoring of file access and user behavior can also help flag unusual access patterns or potential breaches faster than relying on manual reviews.
Tools like Azure Information Protection can enforce dynamic data classification and apply security rules based on the type of document and the user's role. “These methods not only maintain security but also allow remote teams to collaborate without disruption, ensuring access is secure, tailored to context and proactive in addressing risks,” Hipp said.
SharePoint's near 25-year journey is clearly far from over. Although technology trends may come and go, it clearly remains a pillar of the digital workplace.